You need to know THEIR expectations first and proceed from there as to the specifics of how to get those needs met. The company I own hosts domestic conferences and international conferences, and while our photography needs are basically the same for both, there ARE some differences. For example, last year's foreign conference for our international franchisees, was held in Morocco. We wanted pics that reflected the exotic location, the food, etc. Consequently, we had more photos of our local franchisees as they were dressed in traditional Moroccan clothing. We made a point of getting food photos, which was quite different from american food. We didn't do that at our domestic conference in Las Vegas!
Typically, we would want photos of the breakout session areas while people are sitting in their groups. A few close ups of people engaged in these sessions are always nice. We have used photos like this in our post conference website reporting, AND to use to promote the next years conference.
We always hold a vendor session where our glass vendors will set up a booth and show the latest and the greatest that our franchisees want to know about. Photos of the best booths, along with the reps there, are always good. Some artistic shots of their products are good to have as well.
At most conferences, there is an awards banquet, and a dinner. The standard grip and grin photos of zees/participants getting their awards is necessary.
We always have a keynote speaker, and a few photos of that person delivering their speech is good. Be careful when taking these photos that you aren't intrusive. Tell the speaker ahead of time what you will be doing, and that you'll be quick in your shooting of him. Even the most experienced speakers can get rattled and annoyed if they think your photo session of him speaking will never end! you might even tell him before hand, you would appreciate if during the time he is speaking and you are shooting, that he look in your direction. Assure him that you'll get your shots quickly and then get out of the way. People can't attend to his message if you are in his face the entire time, even with a long lens!
After the dinner, and after the entertainment, or BEFORE the dance, this is your opportunity to get shots of conference participants in their finery. KNOW in advance, ask for a list, of the corporation's key people and make sure you get their photos.
Once you get the photos that the corporation has asked for, you can relax and concentrate on the candid stuff. DON'T take any photos that will embarrass anybody. There will always be someone asking you to take a photo of their boss passed out drunk, because THEY think it is funny. Don't get sucked into that. Nobody will thank you for it. Don't submit any unflattering photos of people, when it is all said and done.
The main thing here is that you know what the company wants to do with the photos afterwards, and that they give you a list in writing of any shots that are mandatory. In our case, we want photos that tell the story of the conference, the theme etc. to show the zees that weren't there, and to promote our next years conference.
